Game Library Guide

The Member Experience (What Gamers See)

Members with library access get a dedicated Library tab in the app footer — it only appears for members whose active membership level allows borrowing, and only when your store has the library turned on.

The Library Tab

• A searchable list of every copy your store owns — game name, copy ID, and a status dot (green = available, amber = reserved, red = checked out).

• Each copy shows the game image, name, and category so members can browse visually.

• Tapping an available copy opens the borrow flow — the member confirms, and the copy is checked out to them with a due date based on their membership level's loan period.

• Checked-out copies show the borrower's username, checkout date, and due date. Overdue copies are flagged so both the member and your staff can see them at a glance.

• The list reflects changes in real time — when you check a copy back in or reserve it for an event on your side, the member's list updates without a refresh.

Borrowing a Copy

• A member taps an available copy and confirms the borrow.

• The copy's status changes to Checked Out, stamped with the member's email and username.

• A due date is calculated from their membership level's Library Loan Days setting (or no due date if that's set to zero).

• The member returns the copy in person; your staff checks it back in from the management screen (or via the scanner), and the copy becomes available again.

Library Configuration (Where You Control It)

The library has two layers of configuration: a store-level master switch and per-membership-level permissions.

Store-Level — Library Enabled

Open Advanced Settings and toggle Library Enabled on. This is the master switch:

• When off, no copies can be borrowed — even if a membership level grants borrowing rights. The Library tab hides from every member.

• When on, borrowing is governed by each membership level's settings.

This lets you set up your entire catalog and membership levels first, then flip the switch when you're ready to start lending.

Per-Level — Borrowing Permissions

In Membership Configuration, each membership level has two library fields:

• Can Borrow Library — when on, members at this level may check out copies. When any level at your store has this on, only members in those qualifying levels can borrow; members in levels without it stay read-only (or don't see the tab at all).

• Library Loan Days — how many days a member at this level may keep a borrowed copy before it's due. Set to 0 or leave blank for no due date (open-ended loans).

A common setup: a free tier with no borrowing, a paid tier with 7-day loans, and a premium tier with 14-day loans. You can mix and match freely per level.

Managing Your Catalog

Library Management (under your dashboard's Library tile, if your access allows it) is where you build and maintain your physical collection. Each copy is a record tied to a Games entry, with a unique Copy ID.

Adding Copies

• Single copy — pick a game, set the condition, add optional notes, and save. A unique Copy ID (like GHG-<STORECODE>-001) is auto-generated so every copy is identifiable by both humans and the scanner.

• Bulk upload — download the spreadsheet template, fill in one row per copy (game name, condition, notes), and upload it. The system validates the game names against your catalog and condition against the allowed values (the template has built-in dropdowns for condition), auto-generates Copy IDs for every row, and creates all the records in one pass. Failed rows come back with a clear reason so you can fix and re-upload just those.

The template's condition column uses real data-validation dropdowns, so there's no free-text mismatch — every upload lands clean.

Per-Copy Management

Each copy row in the management screen shows:

• The game image and name.

• The Copy ID (the scannable identifier).

• The status — Available, Checked Out, or Reserved.

• The condition and any notes you've saved.

• If checked out: the borrower, checkout date, and due date — with an overdue flag when past due.

From any row you can:

• Edit the copy's condition, notes, or other metadata.

• Check out to a member — search for a borrower by username or email, and the copy is assigned to them with a due date.

• Check in a returned copy — one tap returns it to Available.

• Remove a copy entirely (with a confirmation dialog) when it leaves your collection.

The Library Scanner

The Scan button (top of the management screen) opens a full-page barcode/QR scanner. Aim at a copy's code and the system matches it by trailing digits or verbatim text, then drops you straight onto that copy's filtered view — no typing, no scrolling. It uses the same server-side decoding as the check-in flow, so it works consistently across devices.

How It Works With Events & Matchmaking

This is where the library goes beyond simple checkouts. Just like you reserve tables for an event, you can reserve library copies — so the game copies you need for a tournament or a matchmaking night are guaranteed to be on-site and not out on loan.

Reserving Copies for an Event

In the Event Editor, when your library is enabled, a Reserve Library Copies picker appears alongside the table reservation picker. It only shows copies of the game(s) you've selected for that event, so you're not hunting through your whole catalog.

• Pick the date and time first — the picker filters to copies that are free across the event's window.

• For recurring events, it shows only copies available for every occurrence, so a copy reserved for a weekly league is held for all its weeks.

• Selected copies are held against that event — they can't be borrowed by a member during the reserved window.

• A copy with an existing reservation for another event/matchmaking that overlaps the window is automatically excluded.

• The reservations release automatically when each window ends — no manual cleanup.

On the Event Management page, reserved copies show in a Reserved Library Copies card directly under the Reserved Tables card, styled the same way — game name, Copy ID, and condition — so staff can pull the right boxes before the event.

Reserving Copies for Matchmaking

Matchmaking posts work the same way. When a gamer creates a matchmaking post at your store and the library is enabled, they can request specific copies be held for that match. The copy is reserved for the matchmaking window and released when it ends — identical mechanics to event reservations, just triggered from the matchmaking flow.

How Reservations Interact With Checkouts

The system uses dedicated Library Reservation records as the source of truth, not the copy's own cache — because a single copy can hold several non-overlapping reservations (one per occurrence, one per event, etc.):

• A checked-out copy is only selectable for reservation if it's due back before the window starts.

• An available or reserved copy is selectable unless another active reservation overlaps the new window.

• A copy already reserved for this event shows a "Reserved (this event)" badge.

• When a reservation is created, it blocks new checkouts for that window. When the window passes, the reservation is marked released and the copy frees up again.

This mirrors exactly how table reservations work — same logic, same "no double-booking" guarantee — just applied to your game boxes instead of your tables.

How It All Connects

• Store Profile → Library Enabled — the master switch that gates everything.

• Membership Levels → Can Borrow / Loan Days — decides who can borrow and how long.

• Library Management → Copies — where your physical catalog lives, one row per copy.

• Bulk Upload → Catalog — populate dozens of copies from a spreadsheet in one pass.

• Scanner → Copies — find any copy by its code in seconds.

• Event Editor → Reserve Library Copies — hold copies for an event, just like reserving tables.

• Matchmaking → Copy Reservation — hold copies for a matchmaking match.

• Event Management → Reserved Library Copies card — see what's set aside, at a glance.

• Members → Library tab — browse, borrow, and track due dates in real time.